WorkFirst HandBook

Career Scope Services

4.3 Career Scope Services - On the Job Training (OJT)

Legal References:

The On-the-Job Training section includes:

4.3.1 What is Career Scope Services - OJT?

On-the-Job Training (OJT) offers the opportunity for full-time subsidized employment for participant receiving cash assistance. OJTs provide skills training on site with an employer. OJTs may also be combined with formal classroom or skills training. The goal of an OJT is prepare a participant for full-time employment and transition off cash assistance.

Full-time is defined as 32 - 40 hours a week. The WorkFirst program authorizes the creation of two types of full-time OJTs:

  1. The first allows a participant to learn new skills in a new job.
  2. The second offers wage progression by increasing skills to move a participant into a new job with the participant's existing employer or with a new employer.

Employers eligible to participate in OJTs are:

4.3.2 What are Career Scope Services - OJT Standards?

The Career Scope supervisor reviews the OJT contract to ensure it:

The ESD Career Scope supervisor documents the review and justification for the contract in eJAS employment type notes.

After the ESD Career Scope supervisor reviews and approves the contract and documents the review in eJAS employment notes, they sign the On-The-Job Training contract, the WorkFirst On-The-Job Training Master Agreement , and the WorkFirst On-The-Job Training Terms and Conditions. Then the Career Scope coach and employer sign each document.

Within three business days of obtaining all signatures, send a copy of the OJT contract package to the ESD WorkFirst Administration Unit. The package contains the WorkFirst On-The-Job Training Master Agreement, WorkFirst On-The-Job Training Terms and Conditions, and the OJT contract.

When participants report their OJT earnings and hours to DSHS, their WorkFirst Program Specialist (WFPS) records the participant's actual hours of participation by updating the ACES EARN screen.

4.3.3 How is Employer Participation and Reimbursement Determined?
4.3.4 How is monitoring progress conducted?

A Career Scope coach monitors the employee's progress regularly. A Career Scope coach visits the worksite to ensure all OJT training objectives are met and all parties remain satisfied with progress.

4.3.5 What are wage progression Career Scope Services OJT Standards?

Use a wage progression Career Scope services OJT when a participant has the opportunity to increase his or her earning potential. When the contract is created, the participant must still receive WorkFirst cash assistance.

A wage progression Career Scope services OJT must meet the following conditions:

4.3.6 What are Career Scope Services OJT Limitations?

Refer to WorkFirst On-The-Job Training Contract Terms and Conditions for a complete list of employer expectations and limitations.

4.3.7 What is release time training?

Release time training is classroom or skills training provided by someone other than the employer. A community college or professional organization may provide this training. Employers receive 50% reimbursement for wages during the hours a participant is in this release time training. No more than 25% of the total contracted hours may be for release time training. Support service funds may cover the cost of the release time training and for any books or related supplies needed.

4.3.8 How are records maintained?

Maintain the signed original WorkFirst On-The-Job Training Master Agreement , WorkFirst On-The-Job Training Terms and Conditions and On-The- Job Training Contract in the local office until one quarter after the program year ends. Then the office may archive the OJT documents for six years.

4.3.9 eJAS Codes
4.3.10 Career Scope Services OJT - Step-by-step guide
  1. The Career Scope coach:
    1. Interviews an eligible participant who may benefit from OJT.
    2. Discusses possibility of an OJT for an eligible participant with an employer.
    3. Talks with the employer approving authority about work site standards, limitations and general conditions. Have the employer sign the WorkFirst On-The-Job Training Master Agreements and WorkFirst On-The-Job Training Terms and Conditions.
    4. Figures percentage of subsidized employees for the employer. (Listed above in 4.3.3.)
    5. Obtains an approved Exception to the Rule from ESD WorkFirst Administration Unit for any exception to WorkFirst policy.
    6. Negotiates expectations, length, content and employer reimbursement regarding the proposed OJT with the employer and employee.
    7. Determines justification for training. Document the justification in eJAS employment notes.
    8. Determines whether the prospective OJT employer is an established vendor in the automated system, and, if not completes a Statewide Payee and W-9 IRS Request for Taxpayer Identification Number and Certification form (accessible online through the Inside ESD Website eforms).
    9. Determines whether a Master Agreement Number exists and is current in JAS. If no Master Agreement Number exists, follow this procedure:
      1. Make sure you have the signed a WorkFirst On-The-Job Training Master Agreements and WorkFirst On-The-Job Training Terms and Conditions from the employer. (See step 3 above.)
      2. Creates the Master Agreement Number in JAS. (Consult ESD WF Internal Controls chapter on On-The-Job Contracts found in CATS for the procedure).
    10. Closes the JS component.
    11. Enters the OT component code and employment information in eJAS. The OT component may be entered for a future date. The OT component dates automatically fill as the start and end date on the OJT Training contract in JAS.
    12. Creates the contract in JAS. (Consult the ESD WF Internal Controls chapter regarding On-The-Job Contracts.)
    13. Prints 4 copies of the OJT contract.
    14. Prints all vouchers for the contract period.
    15. Prints all WorkFirst On-The-Job Training Evaluation Forms for the contract period.
    16. The Career Scope supervisor reviews and then documents the review and justification for the contract in eJAS employment type notes.
    17. After the Career Scope supervisor reviews and approves the contract and also documents the review, they sign the WF On-The-Job Training contract, the WorkFirst On-The-Job Training Master Agreement, and the WorkFirst On-The-Job Training Terms and Conditions. Then the Career Scope coach and employer sign each document.
    18. Delivers copies of vouchers and evaluation forms to the employer along with the individual's contract.
    19. Records the service in SKIES as well as the employment information.
    20. Notifies the WorkFirst Program Specialist (WFPS) that an OJT has been created.
    21. Informs the participant to report earnings to their WFPS.
    22. Monitors the individual's performance. (see 4.3.4 above)
    23. Provides support services when necessary.
    24. For details on creating and modifying OJT contracts and creating and modifying OJT vouchers, refer to the ESD WF Internal Controls Manual.
    25. Within three business days of obtaining all signatures, sends copies of the On-The-Job Training Contract, the WorkFirst On-The-Job Training Master Agreement , and the WorkFirst On-The-Job Training Terms and Conditions to ECDD, attn: WorkFirst OJT, PO Box 9046, Olympia, WA 98507-9046.
    26. Maintains the signed original WorkFirst On-The-Job Training Master Agreement, WorkFirst On-The-Job Training Terms and Conditions and On-The- Job Training Contract in the local office until one quarter after the program year ends. Then the office may archive the OJT documents for six years.
  2. The WorkFirst Program Specialist:
    1. Enters the earnings in ACES.

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